Trinidad City Council
April 11, 2023

City Council Meeting Agenda: 04-11-2023 Page 1
Posted: Friday, April 07, 2023

NOTICE AND CALL OF A REGULAR MEETING OF THE

TRINIDAD CITY COUNCIL
The Trinidad City Council will hold a regular meeting on TUESDAY, APRIL 11, 2023, at 6:00 PM
at the Trinidad Town Hall, 409 Trinity Street, Trinidad, CA.

NO CLOSED SESSION
For your convenience, this meeting will also be held via videoconference, hosted on the Zoom platform. Learn more about Zoom here: https://zoom.us
PUBLIC COMMENT: Public comment may be submitted via email in advance of the meeting, or in an orderly process during the meeting. If you do not have access to email and you would like to provide a written statement, please deliver your comments to 409 Trinity Street, Trinidad CA, by 2:00pm on the meeting day, or email to [email protected] HOW TO PARTICIPATE: You are invited to participate in person at the Trinidad Town Hall, or by Zoom. The City will publish a direct link to the Zoom teleconference, along with the participant code, on the City Calendar page online at http://trinidad.ca.gov/calendar
To phone in, dial 1-888-278-0296, Conference Code: 685171 Meeting ID: 846 9726 1288 Passcode: 185451 PLEASE NOTE that live meeting logistics will be prioritized. The quality of the Zoom teleconference meeting cannot be guaranteed. Technical challenges experienced by either the participant or the City will not interrupt or halt progress of the meeting.

I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. APPROVAL OF AGENDA
IV. APPROVAL OF MINUTES – 03-14-2023 cc
V. COUNCIL REPORTS/COMMITTEE ASSIGNMENTS
VI. STAFF REPORTS – City Manager & Law Enforcement
VII. ITEMS FROM THE FLOOR
At this time, members of the public may comment on items NOT appearing on the agenda. Individual comments will be limited to 3 minutes or less. Please direct your comments to the Council as a whole, maintain decorum and avoid personal attacks on staff, members of the Council and/or other members of the public. Council and staff responses will be minimal for non-agenda items.

VIII. CONSENT AGENDA All matters on the Consent Agenda are considered routine by the City Council and are enacted in one motion. There is no separate discussion of any of these items. If discussion is requested by any Council member, that item is removed from the Consent Calendar and considered separately. A single opportunity for public comment on the Consent Agenda is available to the public.

1. Staff Activity Report – March 2023

2. Financial Statements – February 2023

3. Law Enforcement Report – March 2023

4. Encroachment Permit Application from the Trinidad Rancheria Requesting Permission to Utilize City Property near the Harbor for Material and Equipment Staging During their Stormwater Management Project.

City Council Meeting Agenda: 04-11-2023 Page 2

5. Reject Claim for Damages Submitted by Nicholas Aikin that Occurred on State Highway 101 Outside the City of Trinidad Jurisdiction.

6. Authorize City Manager to Sign GHD Agreement Amendment No.2 to Provide Additional Stormwater Project Engineering Assistance.

7. Letter of Support for Assembly Bill 1256 per request from the County of Humboldt.

X. DISCUSSION/ACTION AGENDA ITEMS

1. Discussion/Update regarding recent Dog Attack Incident and Actions Taken by the City in Response.

2. Discussion regarding Lot Line Adjustment Application with Trinidad Rancheria to Exchange approximately 1200 sqft of Land with the City of Trinidad for Development of the Rancheria Interpretive Center at the Harbor.

3. Discussion/Decision regarding Draft Resolution 2023-01; Adopting New Fees and Charges for the OWTS Management Program.

4. Discussion/Decision regarding purchase of GrantVantage Software Subscription to Support Grant Management and Tracking Processes.

5. Discussion/Update regarding Temporary Closure of the Axel Lindgren Memorial and Parker Creek Trail Beach Access to Old Home Beach.

XIII. FUTURE AGENDA ITEMS
XIV. ADJOURNMENT
APPROVAL OF MINUTES FOR:

MARCH 14, 2023 CC
Supporting Documentation follows with: 6 PAGES
03-14-2023 City Council Meeting Minutes Page 1

MINUTES OF THE REGULAR MEETING OF THE TRINIDAD CITY COUNCIL TUESDAY, MARCH 14, 2023 (LIVE/HYBRID)
I. CALL TO ORDER
Mayor Kelly called the live-hybrid meeting to order at 6:00pm. Council members in attendance: Kelly, Ladwig, West, Tuttle, and Breckenridge. City Staff in attendance: City Manager Eli Naffah, City Clerk Gabriel Adams, Deputy Clerk Anton Souza, Project Manager Jennifer Hakenen, City Engineer Josh Wolf. Approximately (6) participants were present by video-conference at the beginning of the meeting.

II. PLEDGE OF ALLEGIANCE
III. CLOSED SESSION – No closed session
IV. RECONVENE TO OPEN SESSION
V. APPROVAL OF THE AGENDA
Motion (West/Ladwig) to pull item 5 Community Ambassador, and approve the agenda as amended. Passed unanimously.

VI. APPROVAL OF MINUTES – 02/28/2023 cc2.

Motion (West/Ladwig) to approve as amended. Passed 4-0. Tuttle was absent.

VII. COUNCIL REPORTS/COMMITTEE ASSIGNMENTS
Kelly: Gateway National Monument meeting discussed possible public celebrations for urchins and migrating whales, perhaps next year.

Tuttle: RCEA discussed April 15 deadline for solar installations and encouraged the public to lock in contracts to receive current NEM benefit rate before the changeover to NEM 2.

West: Trails Committee meeting postponed until April 18.

VIII.STAFF REPORTS – City Manager & Law Enforcement
City Manager Naffah highlighted accomplishments summarized in the staff report included in the meeting packet. He explained that a meeting occurred today between the City Engineer, Trinidad Rancheria representatives, Indian Heath Services (IHS), Wahlund and GRS construction regarding the early March water leak on Scenic Drive. It was recommended that isolation valves be installed on both sides of the leak, caused by subsiding road surface.

IX. ITEMS FROM THE FLOOR
(Three (3) minute limit per Speaker unless Council approves request for extended time.) Jacque Hostler-Carmeson – Trinidad Rancheria
Reported that damage occured to the residence below the Scenic Drive due to the water main leak. Inquired about claim processes and insurance coverage provided by the City for the damage. Also pleased with the quick response from IHS. They are pursuing funding to cover cost of repair. County Public Works is unable to provide more than just asphalt to patch the roadway.

City Manager Naffah responded, stating the entire region is experiencing a historic amount of precipitation and hopefully funding opportunities will be available to cover damages.

X. CONSENT AGENDA

1. Staff Activity Report – February 2023

2. Financial Statements – January 2023

3. Law Enforcement Report – February 2023

4. Contract with Civic Plus to Provide Website Hosting and Development Services

5. Review and Approve 2022 Annual Audited Financial Statements Motion (West/Tuttle) to approve consent agenda as submitted. Passed unanimously. 03-14-2023 City Council Meeting Minutes Page 2
X. DISCUSSION/ACTION AGENDA ITEMS

1. Discussion/Decision regarding Highway Safety Improvement Program (HSIP) Project Proposal for Guardrails, Crosswalks, and Striping.

City Engineer Josh Wolf explained that in November 2020, the City submitted three applications to Caltrans Highway Safety Improvement Program Cycle (HSIP) 10 for Set-Aside funding which included the following components:

1. Curb ramp and sidewalk replacement/upgrades, installation of rectangular rapid flashing beacons (RRFBs), curb/driveway extensions, and signage & striping at the following three (3) locations: Main Street at View Avenue, Edwards Street at Hector Street, and Edwards Street at Galindo Street

2. Replacing existing guardrail systems, end treatments and signs, and installing vegetation control mats at the following two (2) locations: Scenic Drive, south of Langford Road, and Patrick's Point Drive, north of Ocean Avenue.

3. The installation of edgelines and improved striping and signage along roadways at the following three (3) locations: Trinidad Frontage Road, from N. Westhaven Drive to End, Stagecoach Road, from City Limits to Main Street, Westhaven Drive, from City Limits to Trinidad Frontage Road.

In March 2021, Caltrans notified the City that the three applications were selected for funding. Table below summarizes the funding by project phase.

Funding and Programming Summary
Project Phase Programmed Amount
Preliminary Engineering (PE) $ 134,000
Right-of-Way (ROW) $ 49,800
Construction $ 615,800
Total $ 799,600
The project’s environmental, design, and right-of-way work is nearly complete and allocation of the construction funds is expected to occur in the coming months. Following allocation of the funds, the City will solicit competitive bids for completion of construction.

The contract City Engineer, GHD Inc., will provide the Council with a project update and the anticipated schedule for project bidding and construction. Staff anticipates bringing the project back to Council for authorization to award the construction contract in the future. Construction is anticipated to start in Summer of 2023.

Council questions included:

Breckenridge: I notice a lack of sidewalk continuity on Ocean Ave.

Public comment included:

Karin Reese – Trinidad
Can we talk about Ocean Avenue traffic safety?
Patti Fleschner – Trinidad
Can we get rid of the worn flags on the Edwards/Trinity Street stop signs? Presentation only. No decision was made.

2. Discussion regarding Resident Requests for Traffic Calming on City Streets.

Mayor Kelly explained that concern has been raised for safety on Ocean and View Streets, and traffic humps or speed bumps have been shared by residents as a desired solution.

City Engineer Josh Wolf shared presentation material explaining that speed humps are designed to reduce vehicle speed, often reduce traffic volume and push vehicles to adjacent streets, require striping and signage, 03-14-2023 City Council Meeting Minutes Page 3
increase noise levels at the bump due to rapid deceleration and vibration noise, increase emergency response time, and cost approximately $5,000 each to install.

Council questions included:

Breckenridge: What can the city do about recreation vehicles driving on Ocean and View Streets? Ladwig: Could we discourage traffic on side streets by vehicle weight restrictions? It seems like Ocean shouldn’t have trucks on it, but if we slow down View it could affect Ocean. They should be looked at together, and maybe consider making Ocean Avenue one-way.

West: How about restricting RV’s on side streets?
Kelly: Does reducing or posting speed limits help slow driving speeds? If there is a temporary option to install speed bumps or humps, we should strongly consider it.

Wolf offered to review the existing City ordinances to determine if any restrictions could be applied, and will measure Ocean Avenue to determine whether it can accommodate all vehicles or limit them by size.

Public comment included:

Karin Reese – Trinidad
There are no speed limit signs on Ocean Ave, and at the very least there should be one. I would be happy to host a pilot project and contribute money for a speed bump installed in front of my house.

Wolf provided radar feedback signs as an option. He explained they cost approximately $8,000 to install, provide real-time speed feedback, but the LED light can be a nuisance and maintenance must be performed periodically to keep them operating.

Bryce Kenny – Trinidad
Ocean Ave resident since 1983. Traffic increased on Ocean Ave as a result of the bulb-out’s developed to calm traffic on Trinity. Large vehicles avoid the tight squeeze in front of the School by traveling on Ocean.

Jacque Hostler-Carmeson - Trinidad Rancheria
Consider calming efforts to include all streets collectively, and possibly hold focus meetings to share thoughts.

Council comments included:

Kelly: We have heard a variety of suggestions tonight, and should ask the engineer and possibly the Planning Commission to return with suggestions at a future meeting.

Presentation and idea gathering discussion only. City Engineer will return at a future meeting with recommendations.

3. Discussion/Decision regarding Draft Reasonable Accommodation Ordinance.

City Planner Trever Parker explained that Trinidad was approved for $65,000 in funding through the Department of Community Development’s (HCD) Local Early Action Planning (LEAP) Grant Program for housing planning and to facilitate acceleration of housing production to comply with the sixth cycle of the regional housing need assessment (RHNA). The LEAP Grant was established to provide support, incentives, resources, and accountability to meet California’s Housing goals. Trinidad’s LEAP Grant tasks focus on increasing housing opportunities and resources, particularly for people with disabilities, providing information and assistance to residents on housing issues, and improving water infrastructure capacity and conservation.

The LEAP Grant tasks are generally related to implementation of programs in the Housing Element.

Reasonable Accommodation
Housing Element implementation program HI-1 is to amend the zoning ordinance to, among other things, add a process for reasonable accommodation requests. Reasonable accommodation is a process by which a disabled person can ask for an exception to zoning ordinance standard(s) in order to have equal access to housing. This is something that has come up as an issue in the past, because the City has no exception process for zoning standards other than a variance, which has limited applicability and is a difficult process. 03-14-2023 City Council Meeting Minutes Page 4
The Federal Fair Housing Act and the California Fair Employment and Housing Act prohibit discrimination against persons with disabilities and require cities and counties to take affirmative action to eliminate regulations and practices that deny housing opportunities to persons with disabilities. Fair housing laws also require that cities and counties provide persons with disabilities flexibility in the application of land use, zoning, and building regulations, and related practices and procedures, by modifying or waiving certain requirements when it is necessary to eliminate barriers to housing. The proposed amendment would allow for the granting of minor modifications to land use regulations and LCP requirements to give persons with disabilities equal access to housing opportunities.

The amendment would add a new chapter to the zoning ordinance that outlines the process and requirements for reasonable accommodation requests. If a discretionary permit is required as part of the development, then reasonable accommodation request would be processed concurrently with the permit in the usual manner. But a reasonable accommodate request can also be made for projects that would only require a building permit or that would not require any permit. In that case, approval would be administrative. A classic example of reasonable accommodation would be a wheelchair access ramp that does not meet setback requirements.

Certain findings need to be made in granting the reasonable accommodation request, and conditions of approval can be added. Reasonable accommodations do not run with the land and may be required to be removed when the disabled person no longer occupies the residence.

Although the primary intent of the amendment is to comply with State and Federal laws related to reasonable accommodations, the proposed language has also taken into account Coastal Act considerations and has been designed to ensure that any reasonable accommodations granted will not result in impacts to coastal resources, either individually or cumulatively. Before approval of the requested accommodation, it would be evaluated to determine whether it would require any fundamental change in the nature of a City program or laws, including the LCP. These types of measures are consistent with the way in which other cities and counties have addressed Coastal Act concerns when addressing reasonable accommodations, and consistent with language typically certified by the Coastal Commission for this purpose.

Next Steps
The draft ordinance has been recommended by the Planning Commission for adoption by the City Council. This item is presented as a discussion item in order to answer questions and get feedback from the Council. The ordinance has been sent to Coastal Commission staff for their review but still needs to be reviewed by the City Attorney. Because the ordinance uses standard language from other ordinances, I don’t expect any significant issues.

Council questions included:

West: Will someone be appointed by the Council to make the exceptions? Parker explained that often times that is a Planning Director, but in Trinidad’s case it would be the Manager or the Planner. Staff decisions would be appealable. There would be an application process and a building permit would be needed. Homeowner or tenant could intiate a request, with a requirement that the home is occupied by a disabled person. Anyone could make the request on behalf of a disabled person. Conditions can be added to the permit that will not run with the land.

There were no public or Council comments.

Presentation only. City Attorney will be asked to review the draft, Planner will make minor amendments, and ordinance will be brought back for first reading at a future meeting.

4. Continued Discussion/Decision regarding Draft Contract Agreement to Provide Supplemental Public Safety Services from Pacific Coast Security.

City Manager Naffah explained that the City has been looking at supplemental security options for Trinidad due to a shortage of available law enforcement officers. A 3-month pilot project for private security is recommended with an estimated cost of approximately $15,000, part-time coverage of 4-6 hour staggered shifts, with a scope to provide visible presence in higher crime areas, observing and reporting issues to law enforcement, assist community members and businesses with loiterers, and to focus on hot spots.

Public comments included:

Jacque Hostler-Carmeson – Trinidad Rancheria
03-14-2023 City Council Meeting Minutes Page 5
We do have Harbor security, provided by volunteers 7-days a week, overnight shifts with daily reports. We enforce no public camping or beach walking after 9pm, and have been doing this for a number of years. Security accommodates special requests, but objective is to deter vandalism by reporting crime to HCSO immediately.

Bryce Kenny – Trinidad
Seems like the pilot project is worth a try.

Motion (Ladwig/West) to approve the 3-month pilot project with Pacific Coast Security. Passed unanimously.

5. Discussion/Update regarding Community Ambassador Program.

Continued to a future meeting.

6. Discussion/Update regarding Temporary Closure of the Axel Lindgren Memorial and Parker Creek Trail Beach Access to Old Home Beach.

Mayor Kelly recused herself from the discussion due to resident proximity to the Parker Creek Trail. Mayor ProTem Ladwig led the discussion.

City Manager Naffah explained that last Wednesday he met with Coastal Commission representatives on the beach to evaluate the erosion. Meeting with City Engineer Steve Allen, SHN Engineering Geologist Giovanni Vadurro, and City Planner Trever Parker tomorrow, evaluating short-term solutions to open the beach by the end of May, along with long range solutions to minimize erosion.

Council questions included:

Breckenridge: Are there grant opportunities to help fund short-term efforts? The cost of short-term solutions is concerning since the trails could deteriorate every winter.

Tuttle: Have we considered temporary sandbag stairs?
Ladwig: The Trinidad Coastal Land Trust has annual volunteer work groups that use materials onsite every year to rebuild eroded trail landings at the popular beaches along Scenic Drive. Let’s put these groups to work.

They do incredible work. We should have a significant update providing solutions at the April meeting.

West: Will the Axel Lindgren Memorial Trail landing be an easy short-term fix? Public comments included:

Karin Reese – Trinidad
Many of us love that beach and would volunteer to help repair it. The City may want to put a communication board at the foot of the trail explaining the situation.

Sherry Provolt – Yurok Tribal Councilmember
With the approaching busy season ahead, we need to be patient working with all interest groups to develop a plan. Support a pause using the trails until a solution is found.

Jacque Hostler-Carmeson – Trinidad Rancheria
Requested to be included in the Tsurai Management Team meetings, and hope that the technical meeting will be public and include Rancheria representatives. Supportive of the trail closure and request communication regarding the matter.

Ladwig noted that the intention is to bring this back in April so any decisions will be made in open session.

Adora King – Trinidad
I don’t walk trails anymore, but suggest more significant engineering solutions be considered to keep the trail landings stable.

Bryce Kenny – Trinidad
I love the town trail system. We were the first city in California to have the LCP certified, along with the trail component included in it. We need to take care of the trails for future generations to use them. A trail happens 03-14-2023 City Council Meeting Minutes Page 6
when people walk across the land. They can be enhanced, but if people are allowed to walk to the beach the trail will develop. The trend of closing trails in Trinidad is becoming concerning. I’m sensitive to temporary closures, or closing them in general, and looking forward to having them reopened. Let people walk. Regarding the Tsurai Management Plan, General Plan Policy 69 requires the Rancheria to be included in consultations regarding such trail matters. Regarding trail use liability, State law provides immunity to governments. Hopefully solutions can be found for short and long-term soon.

Council comments included:

Breckenridge: Do the trails have to be closed, or can it just be posted to use at your own risk? Did we vote on this, or were they just closed? Do they have to be closed? Ladwig: The damage was so severe that it was past our comfort level to encourage use. In this closure period the City is assessing possible solutions.

Naffah explained that the Tsurai Management Team recommended the trails be closed.

No decision made. Discussion item only. Staff will report back to the Council at the April meeting with update.

FUTURE AGENDA ITEMS
- West: Trinidad Head step repair.
- Resident Bryce Kenny requested to have the invasive vegetation at the foot of Ocean and Edwards Streets near the Tsurai Monument be trimmed.

ADJOURNMENT: 8:14pm.

Submitted by: Approved by:
_____________________________ _____________________________ Gabriel Adams Cheryl Kelly
Trinidad City Clerk Mayor
CONSENT AGENDA ITEM 1

SUPPORTING DOCUMENTATION ATTACHED

1. Staff Activity Report – March 2023
City Manager’s Report April 11, 2023 Meeting
Welcome to Angela Cather:

Angela Cather returned to the City on March 27th to assist and transition into the Grants Administrator and Coordinator position work with Rebecca Price-Hall. We look forward to Angela and Becky’s grant work this year in overseeing millions of dollars in grant projects and in seeking new grants to help improve the City’s infrastructure, especially the water system.

Forest Moon Festival:

Humboldt and Del Norte Counties will be celebrating the 40th anniversary of the Star Wars film “Return of the Jedi.” The Humboldt-Del Norte Film Commission is spearheading the event which will take place on June 2-3. This event is being billed as the 1st Annual Forest Moon Festival. In the film, the two counties were portrayed as the forest moon of Endor, the final battleground between the Rebel Alliance and the Galactic Empire. The event is planned to tap into film tourism as it evolves over the years. An example is that of Astoria, Oregon, which has become a destination for the film “The Goonies”.

Forest Moon Festival is the same weekend as Trinidad’s city-wide Yard Sale. As a result, our yard sale will be advertised along with the festival and participants can choose to decorate or dress accordingly. The City is also reaching out to local businesses from restaurants to gift shops informing them of the event if they choose to participate. The website www.forestmoonfestival.org has more information on this event. Also, there is a Forest Moon Festival Facebook page and Instagram @forestmoonfestival.

Cal Poly Humboldt class water plant tour:

Cal Poly Humboldt’s Senior Class on Design and Drinking Water will be touring the City’s Water Plant on Tuesday afternoon. Water Plant staff will give the tour and it will be interesting to get feedback from the class and the instructor.

Stormwater Project:

The monitoring well for the Stormwater Project was installed in the Beach parking area on March 27th. The well will monitor both stormwater and groundwater. The design and installation of a permanent stormwater line on Van Wycke will be added to this project. Also, a rainwater catchment system will be installed at the Trinidad School and added as a part of the stormwater project.

Civic Plus Website Update:

Civic Plus is creating a new website for the City of Trinidad. They have staff working on two tracks: design and content. The new website should be complete by either July or August.

STAFF REPORT SUPPLEMENTAL
Date: Tuesday, April 11, 2023
Background Info: In light of the drought affecting the State, there has been concern among residents regarding how the City of Trinidad is responding to the Governor’s Order calling on all Californians to do their part by reducing consumption.

Luffenholtz Creek flow readings are presented to the Council on an as-needed basis - during drought events or when requested. November, December, January, and once again February has delivered abundant amounts of rainfall, providing relief from stress-related drought on the watershed. With this in mind, the focus of these reports (during the wet season) will be to share and put into perspective how Trinidad’s water consumption metrics compare to those of recent years.

The amounts represent the total water sold, captured by 324 customer meters, measured in cubic feet (7.48 gallons = 1 cubic foot).

July 2019 282,552 cuft January 2019 151,049
July 2020 275,612 January 2020 199,348
July 2021 251,168 January 2021 161,379
July 2022 198,081 January 2022 189,201
January 2023 154,543 (20.65% System Water Loss)
August 2019 307,500 February 2019 166,565
August 2020 273,992 February 2020 155,015
August 2021 269,771 February 2021 178,545
August 2022 227,681 February 2022 154,634
February 2023 136,626 (5.59% System Water Loss)
September 2019 238,316 March 2019 144,604
September 2020 302,614 March 2020 164,854
September 2021 227,831 March 2021 187,607
September 2022 216,470 March 2022 184,103
March 2023 152,813 (21.58 System Water Loss)
October 2019 188,075
October 2020 230,430
October 2021 203,176
October 2022 180,065 (11.25% System Water Loss)
November 2019 211,649
November 2020 198,813
November 2021 204,438
November 2022 169,144 (24.02% System Water Loss)
December 2019 201,305
December 2020 185,860
December 2021 201,160
December 2022 170,419 (9.91% System Water Loss)
Water sold in March increased 11% from February, and was lowest in 4 years, but the system water loss increased from the previous month. The large leak that occurred on Scenic Drive in early March is accounted for in the total, but consumption was still near a 10-year low. This is indicative of at least two things; 1) water customer consumption awareness remains high, and 2) STR occupancy was high during the 2021-2022 lowseasons (Jan-April) likely due to covid-era remote work trends, but dropped this year back to pre-covid lowseason occupancy as travel cooled due to economic pressures.

We will continue to monitor consumption each month and report this information (along with summary trends and analysis) to the Council for review, comparison, and questions at each meeting.

CONSENT AGENDA ITEM 2

SUPPORTING DOCUMENTATION ATTACHED

2. Financial Statements – February 2023

CONSENT AGENDA ITEM 3

SUPPORTING DOCUMENTATION ATTACHED

3. Law Enforcement Report – March 2023

CONSENT AGENDA ITEM 4

SUPPORTING DOCUMENTATION ATTACHED

4. Encroachment Permit Application from the Trinidad Rancheria Requesting Permission to Utilize City Property near the Harbor for Material and Equipment Staging During their Stormwater Management Project.

April 11, 2023
Ms. Melissa Kramer
Ms. Tamara Gedik
California Coastal Commission
1385 8th Street, Suite 130
Arcata, CA 95521
Dear Melissa and Tamara:

The Trinidad Rancheria is preparing for the Trinidad Harbor Stormwater Project. There are a couple of Coastal Commission condiLons of approval that involve City property. The City of Trinidad has approved a Landowner Agreement for permanent improvements that will be constructed within the Galindo right-of-way by Launcher Beach. Note that Bay Street has been abandoned by the City. Therefore, the City of Trinidad agrees that the Trinidad Rancheria may undertake development for the Stormwater Project pursuant to CDP 1-21-0770 and as condiLoned by the Commission.

The Stormwater Project plans also necessitate uLlizing a porLon of the City’s property in the gravel beach parking area for staging. The City of Trinidad agrees that the Trinidad Rancheria may undertake development on APN: 042-071-009. AddiLonally, aWached is an Encroachment Permit for the Harbor Stormwater Project.

Last year, Trinidad was fortunate to complete our stormwater project and we look forward to the compleLon of the Rancheria’s stormwater project as well this year for the enhancement of water quality along California’s precious coast.

Sincerely,
Cheryl Kelly, Mayor
On behalf of the Trinidad City Council
AWachment: Encroachment Permit
April 11, 2023
Chairman Garth Sundberg
CEO Jacque Hostler-Carmesin
Trinidad Rancheria
1 Cher-Ae Lane
Trinidad, CA. 95570
Dear Garth and Jacque:

The City of Trinidad has prepared a leMer to the California Coastal Commission to address a couple of condiNons of approval for your Trinidad Harbor Stormwater Project. In addiNon, our City AMorney and City Engineer are requesNng the following:

1. An Addendum to the prior Landowner Agreement that the temporary staging area is subject to the agreement and that the Rancheria pledges indemnity to the City for construcNon related liabiliNes; and

2. Maintain the exisNng grades and drainage should the lower parking area need regrading once the staging is complete.

Last year, the City of Trinidad was fortunate to complete our stormwater project and we look forward to the compleNon of the Trinidad Rancheria’s stormwater project as well this year for the enhancement of water quality along California’s precious coast.

Sincerely,
Cheryl Kelly, Mayor
On behalf of the Trinidad City Council
CONSENT AGENDA ITEM 5

SUPPORTING DOCUMENTATION ATTACHED

5. Reject Claim for Damages Submitted by Nicholas Aikin that Occurred on State Highway 101 Outside the City of Trinidad Jurisdiction.

CONSENT AGENDA ITEM 6

SUPPORTING DOCUMENTATION ATTACHED

6. Authorize City Manager to Sign GHD Agreement Amendment No.2 to Provide Additional Stormwater Project Engineering Assistance.

CONSENT AGENDA ITEM
Date: April 11, 2023 ________________________________________________________________________ Item: AUTHORIZE CITY MANAGER TO SIGN A GHD AGREEMENT AMENDMENT 2

WITH GHD TO PROVIDE ADDITIONAL STORM WATER PROJECT ENGINEERING

ASSISTANCE
Summary:

The purpose of the ASBS Storm Water Management Improvement Project work is to construct green infrastructure and Low Impact Development (LID) improvements to manage and treat stormwater. Most of this work has been completed and the discharge to the bay has been eliminated. There are remaining grant funds and the State Water Resources Control Board Storm Water Grant Program (Funder) has approved additional work to address items including developing a demonstration rainwater catchment system and extend the grant term to February 2024. To accomplish this work, we will ask GHD to assist with the additional tasks as well as provide assistance to address the evolving MS4 permit requirements and new permit to discharge stormwater into groundwater. Staff recommends amending the GHD agreement to include assistance with these tasks and increase their budget accordingly utilizing available grant funds to cover the additional services over the next eleven months. The current proposed amendment is attached.

Proposed scope changes: Additional design work will be required to add rainwater catchment systems and related storm water items related to the grant. Additional construction time will require design, preparation of change orders, inspections, review of contractor progress payments, and related contract administration. GHD has also been asked to assist as-needed with Groundwater and MS4 permitting issues, which are ongoing and were not in our original scope of services. This amendment will expire March 31, 2024, with a work completion date of February 29, 2024.

Background:

As a reminder, this is the final phase of the ASBS Storm Water Project (Project) to eliminate the storm water discharge into the Trinidad Bay (Area of Biological Significance or ASBS). This was accomplished by installation of stormwater facilities that treat and infiltrate the runoff rather than piping it untreated into Trinidad Bay. Previous phases of the project were completed in 2013 and 2018 to install infiltration galleries, bioswales and a raingarden in the upper part of town. This final phase constructed improvements on Underwood Drive, Ewing Street, Van Wycke, Edwards Street and in the beach parking lot.

The ASBS Project has been funded through a grant of $4,832,981 from the State Water Resources Control Board (SWRCB) and a grant of $540,994 from the USDA Rural Utility Service. The GHD Agreement Amendment will be paid for through the grant.

Staff Recommendation:
• Authorize the City Manager to sign current agreement for services with GHD not to exceed $178,750 for Construction Assistance.
• Authorize the City Manager to sign future amendments if needed for additional services related to the existing grant within the grant approved budget.

Attachments:

Amendment/Change to Stormwater Project Construction Engineering Assistance with GHD, Inc.

Q1403
Amendment/Change Form
GHD | Q1403 Amendment/Change Form (May 2021) The Power of Commitment | Page 1 of 2 This Amendment/Change is effective this 11th day of April 2023, (the “Effective Date”) between GHD Inc. (hereinafter “GHD”) and City of Trinidad (hereinafter “Client”). In consideration of the mutual promises set forth herein, GHD and Client agree to modify the project details for the Original Agreement between GHD and Client referenced herein.

Project details
Project name: Trinidad Storm Water
Project Construction
Administration
Project
number:
11188180
Effective Date of
Original Agreement:

December 13, 2018 Project
Manager:

Steven Allen
Description of proposed change:

The construction of the project was scheduled for completion in the fall of 2021, and was extended and is not yet complete. Construction is now anticipated to be completed by the fall of 2023 pending approval of new requests for contractor to complete additional work through contract change orders. Additional design work will be required to add additional rainwater catchment systems and related storm water facilities. Additional construction time will require additional design, preparation of additional change orders, inspection, review of contractor progress payments, rand related contract administration. GHD has also been asked to assist asneeded with Groundwater and MS4 permitting issues, which are ongoing and were not in our original scope of services. This amendment will expire March 31, 2024, with a work completion date of February 29, 2024.

The above additional services will be provided as-needed and requested on a time and materials basis, including prevailing wage rates for applicable services, based on GHD’s standard rates when the services are performed, up to the allotted budget amount.

Current budgeted
effort
$729,298.00 Current
completion date:

September 30, 2023
This change
(variation)
$178,750.00
Revised budgeted
effort total
$908,048.00 Revised
completion date:

March 31, 2024
GHD | Q1403 Amendment/Change Form (May 2021) | Page 2 of 2 In witness whereof, GHD and Client have caused this Agreement to be executed by their duly authorized representatives as of the Effective Date.

GHD
GHD Inc.

Steven Allen
Project Manager
April 4, 2023
Client
Eli Naffah
City Manager
April 11, 2023
CONSENT AGENDA ITEM 7

SUPPORTING DOCUMENTATION ATTACHED

7. Letter of Support for Assembly Bill 1256 per request from the County of Humboldt.

Workspace Webmail :: Print 4/7/23, 2:51 PM
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Subject: Fwd: AB 1256 Support Letter?
From: Eli Naffah <[email protected]>
Date: Thu, Apr 06, 2023 6:13 pm
To: Trinidad City Clerk <[email protected]>
Attach: Template SUPPORT Letter for AB 1256 - Humboldt County.doc RN2311522_rn2311522_distprint (1).pdf
Resolution No. 23-26.pdf
Eli Naffah
City Manager
Trinidad, CA
707-677-3876
Begin forwarded message:
> From: "Quincey, Sean" <[email protected]>
> Date: April 5, 2023 at 3:55:12 PM PDT
> To: Karen Suiker <[email protected]>
> Cc: "Hayes, Elishia" <[email protected]>
> Subject: AB 1256 Support Letter?
>
>
> Hi Eli, Do you think Trinidad would be able to support this bill? It’s the one Elishia and I called you about a few weeks ago. It authorizes a voter-approved local sales tax measure to exceed the 2% state cap. It does not impose the tax, and does not take a position on whether a tax is appropriate (instead it defers to local voters to determine that), but it does support the county having the flexibility to enact the measure if it is passed by voters. >
> I’m attaching a template support letter, the Board’s resolution asking Dr. Wood to introduce the bill, and the bill’s language. >
> Deadline for this letter is Thursday, April 13 by 5. If the letter needs to go to your Council, then we can try to get someone at your next meeting to talk about it if needed. I understand if this is too late for your next meeting, though. >
> Let me know if you have any questions.
>
> Sean Quincey
> Deputy County Administrative Officer
> Humboldt County Administrative Office
> 707-476-2389
>
Copyright © 2003-2023. All rights reserved.

April 11, 2023
Assemblymember Jim Wood
State Capitol, Room 390
Sacramento, CA 94249-0002
RE: (AB 1256) (Wood): Transactions and use taxes: County of Humboldt Dear Assemblymember Wood,
On behalf of the (Name of your City), I am writing to express our SUPPORT for AB 1256. As you know, our state and country are facing increased economic uncertainty, and despite those conditions local governments have a responsibility to help address the needs of their residents, businesses, and stakeholders. AB 1256 allows the County of Humboldt to enact a future voter-approved ordinance that exceeds the current state-limited sales tax rate, preserving their flexibility to address local safety and infrastructure needs.

We understand the ongoing funding challenges facing the County of Humboldt when it comes to meeting essential needs, such as emergency response, homeless services, and safe infrastructure. The County has continued to work collaboratively with its municipalities to address these issues.

Furthermore, our region has recently suffered from natural catastrophes including earthquakes, storm damage and flooding. Cities and the County not only continue to recover from these impacts but are also planning responsibly for future disasters.

Over the past several years, local leaders and residents have recognized that locally controlled sources of funding are essential for long-term fiscal sustainability. We support the County of Humboldt in preserving its flexibility to augment or expand local sales tax funding options to address their safety and infrastructure needs, while ultimately deferring to voters to determine whether a local measure is appropriate.

We are aware that the City of Eureka has already reached the maximum rate allowable under current code, and without AB 1256, it would not be possible to expand these critical local funding sources in their region. For these reasons, we appreciate your authorship of this important bill and support its passage.

Sincerely,
Eli Naffah
City Manager
707-677-3876

BOARD OF SUPERVISORS, COUNTY OF HUMBOLDT, STATE OF CALIFORNIA Certified copy of portion of proceedings. Meeting of March 7, 2023 RESOLUTION NO. 23-26

REQUEST FOR HUMBOLDT COUNTY STATE DELEGATES TO INTRODUCE

LEGISLATION TO ALLOW A VOTER-APPROVED ORDINANCE TO EXCEED THE

CURRENT STATE-LIMITED SALES TAX RATE AS WELL AS INCREASE ALLOWABLE

ABANDONED VEHICLE ABATEMENT SERVICE FEE
WHEREAS, the State and Country are clearly in an era of economic flux and uncertainty; and WHEREAS, the County of Humboldt has a responsibility to continue to address the needs of its regions and communities, and to effectively collaborate with its municipalities to competently address the needs of residents, businesses, and stakeholders no matter what the condition of the economy is; and
WHEREAS, it is well established that the County of Humboldt, like many others throughout California, has experienced ongoing funding challenges in meeting the essential needs of residents, such as 911 emergency response, homeless services, and safe streets/roads/inffastructure; and
WHEREAS, the County and its cities and unincorporated regions have recently suffered devastating natural catastrophes including earthquake, storm damage, and flooding; and WHEREAS, the County is not only still recovering from the impacts of these catastrophes, but as a region that is prone to earthquakes, large storms, fires, landslides and other disasters, must plan properly and responsibly to address these needs into the future, including the ability to properly maintain streets and roads, so vital to emergency ingress/egress to areas affected by natural disaster; and
WHEREAS, over the past several years, County, local leaders, and Humboldt County residents have recognized that locally controlled sources of funding are an essential long-term fiscal sustainability strategy to meeting and addressing local needs; and WHEREAS, the County wishes to preserve its flexibility to augment or expand local sales tax funding options to address our safety and infrastructure needs; and WHEREAS, California Revenue and Taxation Code Sections 7251.1 and 7285.3 provide that the combined district tax rates in any county must not exceed 2%; and WHEREAS, the City of Eureka has already reached the maximum rate allowable under current code; and
WHEREAS, without enabling legislation to allow a voter-approved ordinance to exceed the current state-limited sales tax rate in our County, it would not be possible to expand these critical local funding sources in our region; and

WHEREAS, the County has an increased need to abate abandoned vehicles, especially in remote areas for the health and safety of the community; and WHEREAS, the cost to abate the vehicles has increased; and WHEREAS, the revenues received from the current fee imposed for abandoned vehicle abatement services pursuant to Vehicle Code Sections 9250.7 and 22710 has remained stagnant due to limits imposed by state law; and
WHEREAS, without legislation to increase the abandoned vehicle abatement service fee, the county and all of its partners will not have enough funding to effectively deal with the local need related to abandoned vehicles.

NOW, THEREFORE, THE HUMBOLDT COUNTY BOARD OF SUPERVISORS HEREBY RESOLVES AS FOLLOWS:

1. The County of Humboldt requests that its state delegates introduce legislation to allow a local voter-approved ordinance of no more than 1.0% that could, in combination with all other taxes, exceed the maximum allowable sales tax rate, to preserve all local funding options available as our region both recovers from natural catastrophes and plans for the future in a period of fiscal uncertainty.

2. The County of Humboldt further requests that its state delegates introduce legislation to increase the allowable service fee related to abandoned vehicle abatements to five dollars ($5) on all vehicles described in Vehicle Code Section 9250.7(a)(1) and an additional five dollars ($5) on all commercial vehicles described in Vehicle Code Section 9250.7(a)(2) registered to an owner with an address in the County of Humboldt, but that an owner of commercial vehicles so described shall not be required to pay more than two hundred fiffy dollars ($250) per calendar year for all commercial motor vehicles registered to them, to allow Humboldt County and its city partners to remove abandoned vehicles in the community.

Dated: March 7, 2023
STEVE MADRONE, Chair
Humboldt County Board of Supervisors
Adopted on motion by Supervisor Wilson, seconded by Supervisor Arroyo and the following vote:

AYES: Supervisors - Bushnell, Bohn, Madrone, Wilson, Arroyo NAYS: Supervisors
ABSENT: Supervisors
ABSTAIN: Supervisors

STATE OF CALIFORNIA )
County of Humboldt )
I, KATHY HAYES, Clerk of the Board of Supervisors, County of Humboldt, State of California, do hereby certify the foregoing to be an original made in the above-entitled matter by said Board of Supervisors at a meeting held in Eureka, California.

IN WITNESS WHEREOF, I have hereunto set my
hand and affixed the Seal of said Board of
Supervisors.

By NIKKI TURNER
Deputy Clerk of the Board of Supervisors of the
County of Humboldt, State of California

DISCUSSION AGENDA ITEM 1

SUPPORTING DOCUMENTATION ATTACHED

1. Discussion/Update regarding recent Dog Attack Incident and Actions Taken by the City in Response.

AGENDA ITEM: Dogs and Leash Law
Date: April 11, 2023
______________________________________________________________________ ANALYSIS:

Recent dog attacks in the City and Trinidad State Beach areas have necessitated a response.
• After an attack on Kathrin Burleson’s dog by the beach, the pack of Poodles is no longer welcomed to visit the City of Trinidad.
• After the attack on Ted Pease, his wife and dog, a county hearing was held last week and the dog and owner are no longer living in the city or county.

The City has taken the following actions:

1. Sent the attached letter to all residents and water customers to inform them of the concerns re: dogs in the city. That dogs must be on leashes at all times within the city limits. If there are bad behaviors witnessed of dogs in the city, they should be reported to the city so the city can take proactive measures rather than waiting until after a vicious confrontation. Informed residents of neighboring beaches in the county where dogs are permitted off-leash so that those locations can be avoided by those that have sensitive dogs or smaller dogs. Also, noted that additional services in upcoming months of Pacific Coast Security and the Community Ambassadors can assist in informing the public, reporting incidents and enforcing our leash laws.

2. Will have signs posted in pet-friendly STR’s informing them of the leash law and that dogs must be leashed at all times in public areas (including sidewalks, streets and beaches).

3. We have ordered Leash Law signs with our code section that will be posted around town at dog waste bag stations, trail heads and below existing road signs.

Some of these signs can remain year-round and some can be posted during summer and fall for added coverage.

Attachments:
a. Letter to residents and water customers
b. Copy of Leash signs
c. Trinidad Municipal Code Chapter 6.04: Dogs
March 30, 2023
Dear City Residents and Water Customers:

Due to recent dog a;acks, the City is reinforcing that all dogs must be on a leash in the City. The City is posCng signs for the public, sending le;ers to residents, and posCng signage in STR’s to remind people of the leash law. We expect landlords to make sure that their tenants are aware and abide by the law. If anyone in the City witnesses bad behavior by dogs, it should be reported to the City offices. In the case of an a;ack, call 911.

All dogs must be licensed by owners or tenants in the City. Licensing can be done at the Town Hall. The leash law will be enforced and is subject to fines ranging from $100 to $500. In addiCon to our contract with the Sheriff, we are adding services by Pacific Coast Security and the Community Ambassador Program which can assist in informing the public, reporCng incidents and enforcing our leash laws.

Dogs off-premises must be under the control of the owner or other responsible person “either by leash, cord, chain or other physical restraint” (per Trinidad Municipal Code, Chapter 6). The City loves dogs but does not want any dog a;acks. We must make all dogs, large and small, and their owners and other members of the public feel safe. We must allow all residents and visitors to feel safe to enjoy Trinidad without feeling threatened by loose dogs. It is unfair when some people are afraid to walk in their own town or to the beach.

Dogs are not permi;ed off-leash at Trinidad State Beach. Dogs are permi;ed off-leash if under the complete voice control of their owners at all Cmes at County beaches as posted (per Clam and Moonstone Beach County Parks Access Management Master Plan). Please make sure to abide by the laws in the interest of public safety. We appreciate your cooperaCon to make our community a safer venue for all.

Sincerely,
Eli Naffah
City Manager

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DOGS
Sections:

6.04.010 Short title.

6.04.020 Definitions.

6.04.030 Vicious dog – Investigation.

6.04.040 Vicious dog – Destruction.

6.04.050 Confinement of dogs to owner’s premises.

6.04.060 Confinement of dogs in heat.

6.04.070 Vaccination of pups.

6.04.080 Dogs at large on school grounds.

6.04.090 Transportation of dogs within city.

6.04.100 Right of entry.

6.04.110 Interference with enforcement.

6.04.120 Animal control officer.

6.04.130 License – Vaccination.

6.04.140 License – Required.

6.04.150 License – Tax – Payment.

6.04.160 License – Failure to pay tax – Penalties.

6.04.170 License – Duty to collect.

6.04.180 License – Refunds.

6.04.190 License – Issuance.

6.04.200 License – Contents.

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6.04.210 License – Expiration.

6.04.220 License – Records.

6.04.230 License – Seeing eye dog.

6.04.240 Tag – Contents.

6.04.250 Tag – Duplicates.

6.04.260 Tag – Display.

6.04.270 Tag – To be attached only to licensed dog.

6.04.280 Tag – Removal.

6.04.290 Tag – Counterfeits.

6.04.300 Exceptions.

6.04.310 Impoundment – Authorization.

6.04.320 Impoundment – Licensed dog – Notice to owner.

6.04.330 Impoundment – Unlicensed dog – Notice to owner.

6.04.340 Impoundment – Right to redeem.

6.04.350 Impoundment – Disposition.

6.04.360 Impoundment – Fee.

6.04.370 Impoundment – Fee – Exception.

6.04.380 Impoundment – Fee – Increase.

6.04.390 Vaccination – Purpose.

6.04.400 Vaccination – Required.

6.04.410 Vaccination – Minimum age.

6.04.420 Revaccination intervals.

6.04.430 Vaccination – Authority of county officers.

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6.04.440 Vaccination – Certificate – Forms and contents.

6.04.450 Vaccination – Duplicates – Certificates.

6.04.460 Vaccination – Certificate – Evidence.

6.04.470 Vaccination – Certificate – Misrepresentation.

6.04.480 Vaccination – False certificate prohibited.

6.04.490 Vaccination – Certificate exhibit.

6.04.500 Violation – Penalty.

6.04.010 Short title.

This chapter shall be referred to as the “dog license ordinance.” [Ord. 88-199 § 1, 1988].

6.04.020 Definitions.

Whenever in this chapter the following terms are used they shall be deemed and construed to have the meaning ascribed to them in this section unless it is apparent from the context thereof that a different meaning is intended:
“Animal control officer” means the person charged by this chapter with the administration and enforcement of the provisions hereof and whose employment is provided for herein or otherwise by the city together with such deputies as may be allowed to the animal control officer by the city council.
“At large” means any dog off the premises of the owner and not under the control of the owner or some responsible person either by leash, cord, chain or other physical restraint. “Impounded” means having been received into the custody of any poundmaster.

Owner. Any person keeping or harboring or having custody or control over any dog for 15 consecutive days shall be deemed to be the owner of such dog within the meaning of this chapter, except any veterinarian duly licensed and practicing as such and having in his possession or control any dog for the purpose of treatment. “Primary immunization” means the initial inoculation of a dog with an approved canine rabies vaccine that has been approved for three-year immunity by the Department of Health Services.
“Revaccination” means the inoculation of a dog with an approved canine rabies vaccine that has been approved for three-year immunity by the Department of Health Services.

Print Preview 4/7/23, 3:18 PM
https://www.codepublishing.com/CA/Trinidad/cgi/menuCompile.pl Page 4 of 11 “Unlicensed dog” means any dog for which the license tax for the current year as provided in this chapter has not been paid or any dog to which the tag provided for in this chapter is not attached.
“Vicious dog” means any dog which has bitten a person or animal without provocation or which has a disposition or propensity to attack or bite any person or animal. [Ord. 88-199 §§ 1, 50, 1988].

6.04.030 Vicious dog – Investigation.

The animal control officer shall investigate the conditions and behavior of any dog which he has reason to believe is vicious or dangerous and, if he finds such dog to be vicious in its habits, he shall report his findings in writing to the owner of such dog, if the name and whereabouts of such owner are known. [Ord. 88-199 § 2, 1988].

6.04.040 Vicious dog – Destruction.

Every vicious dog found at large in the city shall be subject to summary destruction. [Ord. 88- 199 § 3, 1988].

6.04.050 Confinement of dogs to owner’s premises.

A. No person shall cause, permit or allow any dog or dogs owned, harbored, controlled or kept by him to be at large away from the premises where the same is or are owned, harbored or kept at any time except in the custody and control of the owner or some responsible person duly authorized by the owner. Any such dog found running at large in violation of this provision may be taken up and impounded and shall be released only after payment of the fees required by the Humane Society of Humboldt County, Inc.

B. This section shall not apply to any official city police dog while on patrol. [Ord. 88-199 § 4, 1988].

6.04.060 Confinement of dogs in heat.

All unspayed female dogs shall be strictly confined to the owner’s premises when the dog is in breeding condition. “Strictly confined to the owner’s premises” means that such dog shall be confined in a substantial enclosure the interior of which is accessible only by use of a door, gate, lid or barricade; provided, that such door, gate, lid or barricade shall be constructed in such a manner so as to prevent access to the interior thereof. [Ord. 88-199 § 4.1, 1988].

6.04.070 Vaccination of pups.

All dogs under four months of age shall be confined to the premises of or kept under the physical restraint by the owner, keeper or harborer and such restraint shall continue until a period of 30 days has elapsed after vaccination of the particular dog with an approved anti- Print Preview 4/7/23, 3:18 PM
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6.04.080 Dogs at large on school grounds.

No owner or other person in charge of or in control of any dog shall permit such dog to be at large upon or near any public school grounds. [Ord. 88-199 § 4.3, 1988].

6.04.090 Transportation of dogs within city.

A. No person shall transport or harbor or keep a dog in or upon a motor vehicle or trailer or any public road or highway unless the dog is safely enclosed within the vehicle or trailer or is protected by cross-tying or by a canopy, cage, container, or other device that will prevent the dog from falling from, being thrown from, or jumping from the vehicle or trailer.

B. The provisions of subsection (A) of this section shall not apply to any person actively engaged in performing normal ranching or farming duties, or actively engaged in legal hunting activities.

C. Any person who violates any of the provisions of this section shall be guilty of an infraction and upon conviction thereof shall be punished by a fine of $25.00 for the first violation; fine of $50.00 for the second violation; and a fine of $100.00 for each additional violation of this chapter within one year. [Ord. 85-184 §§ 1 – 3, 1986].

6.04.100 Right of entry.

All persons charged with the duty of aiding in the enforcement of this chapter are empowered, and it shall be their duty, to enter upon any private property where any dog is kept, or believed by them or any of them to be kept, for the purpose of ascertaining whether any such dog is kept or otherwise harbored in violation of the provisions of this chapter. [Ord. 88-199 § 5, 1988].

6.04.110 Interference with enforcement.

No person shall interfere with, oppose or resist any person charged with the enforcement of this chapter while such person is engaged in the performance of his duties as provided in this chapter. [Ord. 88-199 § 6, 1988].

6.04.120 Animal control officer.

The public works officer for the city shall serve as the animal control officer. The public works director may assign the duties of the animal control officer to other persons if he deems such assignment necessary to the public safety and to ensure the enforcement of the provisions of this chapter. [Ord. 88-199 § 6, 1988].

6.04.130 License – Vaccination.

No person shall be issued a license under this chapter unless he has first complied with the provisions of this chapter which provide for vaccination against rabies. [Ord. 88-199 § 10, Print Preview 4/7/23, 3:18 PM
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6.04.140 License – Required.

It is unlawful for any person to own, keep or harbor any dog over four months of age within the city for a period of time unless they first procure a license therefor. [Ord. 88-199 § 11, 1988].

6.04.150 License – Tax – Payment.

The owner of every dog within the incorporated area of the city shall pay annually to the city clerk on or before the first day of July a license tax thereon and shall be required to pay for such license at said time the sum of $12.00 for each dog, except that any such license shall be issued for the sum of $5.00 for each dog for whom a certificate is presented from a licensed veterinarian that the dog has been spayed or neutered. A grace period of 30 days shall be allowed in the payment of this license tax. [Ord. 88-199 § 12, 1988].

6.04.160 License – Failure to pay tax – Penalties.

For failure to pay a license tax when due, the city clerk shall add on 100 percent penalty in addition to the regular license tax amount, beginning on August 1st of each year, or on the thirty-first day after the dog is brought into the city. [Ord. 88-199 § 13, 1988].

6.04.170 License – Duty to collect.

It shall be the duty of the city clerk to collect the license taxes provided for in this chapter. [Ord. 88-199 § 14, 1988].

6.04.180 License – Refunds.

No license tax paid by virtue of the provisions of this chapter shall be returned or refunded without the approval of the city clerk. [Ord. 88-199 § 15, 1988].

6.04.190 License – Issuance.

It shall be the duty of the city clerk to issue the licenses provided for in this chapter. [Ord. 88- 199 § 16, 1988].

6.04.200 License – Contents.

Each license issued under this chapter shall state the name and residence address of the person to whom such license is issued, the amount paid therefor, the date when issued, the date on which such license shall expire, and shall contain a description of the dog for which such license is issued, and the number of the metallic tag accompanying such license. [Ord. 88-199 § 17, 1988].

6.04.210 License – Expiration.

All dog licenses shall expire on the thirtieth day of June next following their issuance. [Ord. 88-199 § 18, 1988].

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6.04.220 License – Records.

It shall be the duty of the city clerk to keep a record of each license issued pursuant to this chapter. [Ord. 88-199 § 25, 1988].

6.04.230 License – Seeing eye dog.

Any blind person having the custody and control of any seeing eye dog may file an affidavit so stating with the city clerk. Upon receiving the affidavit and a current vaccination certificate, the city clerk shall endorse the license receipt “Blind person – seeing eye dog” and deliver the license without charge. [Ord. 88-199 § 26, 1988].

6.04.240 Tag – Contents.

With each license issued under this section, there shall be issued by the city and delivered to the person securing the license a metal tag. The tag shall have imprinted on its face the words: “City of Trinidad” and “Dog License,” and shall also contain the serial number of the license and the expiration date of the license. [Ord. 88-199 § 19, 1988].

6.04.250 Tag – Duplicates.

A duplicate of a lost dog license may be procured upon exhibition of the original license and payment of $0.25 therefor. [Ord. 88-199 § 20, 1988].

6.04.260 Tag – Display.

It is unlawful for an owner of any dog to fail or neglect to keep fastened to such dog the tag provided for in this chapter, except while such dog remains indoors or in an enclosed yard or pen. [Ord. 88-199 § 21, 1988].

6.04.270 Tag – To be attached only to licensed dog.

It is unlawful for any person to attach any current license tag to any dog other than the dog for which such license tag was originally issued. [Ord. 88-199 § 22, 1988].

6.04.280 Tag – Removal.

It is unlawful for any person other than the owner to remove from any dog any tag which has been attached to such dog pursuant to the provisions of this chapter. [Ord. 88-199 § 23, 1988].

6.04.290 Tag – Counterfeits.

It is unlawful for any person to counterfeit or imitate any license tag provided for by this chapter or attach a counterfeit or imitation tag to any dog or to possess any such counterfeit tag. [Ord. 88-199 § 24, 1988].

6.04.300 Exceptions.

Provisions of this chapter shall not be intended to apply to dogs whose owners are nonresidents, temporarily in the city, nor to dogs brought into the city for the purpose of Print Preview 4/7/23, 3:18 PM
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6.04.310 Impoundment – Authorization.

The animal control officer shall receive, take up and impound at the Humane Society of Humboldt County, Inc., any and all dogs found running at large contrary to the provisions of TMC 6.04.010 through 6.04.300 or in violation of any law of the county or state. [Ord. 88-199 § 30, 1988].

6.04.320 Impoundment – Licensed dog – Notice to owner.

Upon impounding a licensed dog, the animal control officer shall immediately give notice to the owner, at the address in the license, of the impounding of such dog. Such notice may be given as provided in this code. [Ord. 88-199 § 31, 1988].

6.04.330 Impoundment – Unlicensed dog – Notice to owner.

Upon impoundment of an unlicensed dog, the animal control officer shall immediately give notice to the owner, if known, of the impounding of such dog. [Ord. 88-199 § 32, 1988].

6.04.340 Impoundment – Right to redeem.

Any impounded dog, licensed or unlicensed, may be redeemed by the owner thereof by contacting the Humane Society of Humboldt County, Inc., and complying with all the said Humane Society’s requirements for redemption of dogs. [Ord. 88-199 § 33, 1988].

6.04.350 Impoundment – Disposition.

All dogs impounded in accordance with the provisions of this chapter shall be disposed of in accordance with the rules and regulations of the Humane Society of Humboldt County, as governed by the laws of the county of Humboldt and the state. [Ord. 88-199 § 34, 1988].

6.04.360 Impoundment – Fee.

The city may charge those city residents who own dogs that may be impounded at the Humane Society of Humboldt County, Inc., for fees charged the city by the Humane Society associated with the owner’s respective dog(s). [Ord. 88-199 § 35, 1988].

6.04.370 Impoundment – Fee – Exception.

TMC 3.04.360 shall not be applicable to any city dog owner who establishes that he or she has directly paid to the Humane Society of Humboldt County, Inc., those impoundment fees associated with his or her dog(s). [Ord. 88-199 § 36, 1988].

6.04.380 Impoundment – Fee – Increase.

The city may, from time to time, increase the fees charged those city dog owners whose dog(s) are impounded at the Humane Society, so that such charge equals the charge to the city by the Humane Society for the impoundment of the respective dog(s), should the Humane Society increase the charge to the city for the impoundment of the dog(s). [Ord. 88- Print Preview 4/7/23, 3:18 PM
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6.04.390 Vaccination – Purpose.

It is declared that this chapter is enacted for the purpose of the preservation of the public health, safety and welfare in connection with the protection of human beings from being bitten by rabid dogs. [Ord. 88-199 § 61, 1988].

6.04.400 Vaccination – Required.

No person shall own or harbor any dog over four months which has not been vaccinated by a duly licensed veterinarian in accordance with TMC 6.04.420. [Ord. 88-199 § 51, 1988].

6.04.410 Vaccination – Minimum age.

Four months will remain the minimum age at which rabies immunization of dogs can be accepted for compliance with dog license requirements. [Ord. 88-199 § 52, 1988].

6.04.420 Revaccination intervals.

A. The interval for revaccination of dogs given primary immunization between the ages of four to 12 months will be 12 months.

B. The interval for revaccination of dogs given rabies vaccination at ages over one year will be at least once every three years. [Ord. 88-199 § 53, 1988].

6.04.430 Vaccination – Authority of county officers.

This chapter is in furtherance of the program of the county of vaccination of dogs against rabies whereby the county livestock inspector of the county of Humboldt is authorized by the county and directed by the county as follows:

A. To approve such vaccine or vaccines as he may find suitable for providing, by inoculation, two-year immunity of dogs from rabies, to promulgate his findings and approval and to file a statement of his findings and approval in the office of the county health officer as a public record.

B. To prescribe the form or forms of certificates to be used by duly licensed veterinarians under the provisions hereof, to file such approved form or forms in the office of the county health officer of the county of Humboldt as a public record, and to distribute samples of such form or forms to duly licensed veterinarians practicing in this county upon request being made by them. [Ord. 88-199 § 54, 1988].

6.04.440 Vaccination – Certificate – Forms and contents.

After vaccination of any dog, such veterinarian shall sign a certificate in triplicate containing the following information:

Print Preview 4/7/23, 3:18 PM
https://www.codepublishing.com/CA/Trinidad/cgi/menuCompile.pl Page 10 of 11 A. The name and address of the owner or harborer of the vaccinated dog.

B. The name, age, breed, color, sex and use of the vaccinated dog.

Such veterinarian shall immediately present the original certificate to the owner or harborer of the dog, a duplicate copy of the certificate to the city clerk and the triplicate copy shall be retained by the veterinarian. All such certificates shall be on a form approved by the clerk of the county. [Ord. 88-199 § 55, 1988].

6.04.450 Vaccination – Duplicates – Certificates.

The duplicate copy of the certificate shall be mailed to the city clerk who shall retain and file this copy of the certificate. [Ord. 88-199 § 56, 1988].

6.04.460 Vaccination – Certificate – Evidence.

Possession of a certificate of vaccination on a duly approved form signed by a duly licensed veterinarian shall be prima facie evidence of vaccination of the dog referred to thereon on the date indicated on the certificate. [Ord. 88-199 § 57, 1988].

6.04.470 Vaccination – Certificate – Misrepresentation.

No person shall represent that any vaccination certificate in his possession or under his control was issued as a result of his vaccination of any dog other than the dog that was in fact vaccinated. [Ord. 88-199 § 58, 1988].

6.04.480 Vaccination – False certificate prohibited.

No person shall make use of or have in his possession or under his control a stolen, counterfeit or forged vaccination certificate. [Ord. 88-199 § 59, 1988].

6.04.490 Vaccination – Certificate exhibit.

No person who owns or harbors any dog shall fail or refuse to exhibit the certificate required herein upon demand. [Ord. 88-199 § 60, 1988].

6.04.500 Violation – Penalty.

A violation of any of the provisions of this chapter shall be an infraction. Each violation hereof shall be punishable by the penalties authorized by Government Code Section 36900. [Ord. 90-204 § 2(L), 1990; Ord. 88-199 § 70, 1988].

Chapter 6.05

PUBLIC NUISANCE ANIMALS
Sections:

6.05.010 Animals declared to be a nuisance.

6.05.020 Public nuisance – Punishment.

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6.05.010 Animals declared to be a nuisance.

It is hereby declared to be a nuisance and it shall be unlawful to keep, maintain, or permit on any lot or parcel of land any animal, poultry, or household pet which by any sound, smell, or cry should unreasonably disturb the peace of any neighborhood, or interfere with any person or prevent the reasonable enjoyment of life or property. [Ord. 94-1 § 2, 1994].

6.05.020 Public nuisance – Punishment.

Every person who maintains or commits any public nuisance, the punishment for which is not otherwise prescribed, or who willfully omits to perform any legal duty relating to the removal of a public nuisance, is guilty of a misdemeanor. [Ord. 94-1 § 3, 1994].

DISCUSSION AGENDA ITEM 2

SUPPORTING DOCUMENTATION ATTACHED

2. Discussion regarding Lot Line Adjustment Application with Trinidad Rancheria to Exchange approximately 1200 sqft of Land with the City of Trinidad for Development of the Rancheria Interpretive Center at the Harbor.

DISCUSSION AGENDA ITEM
April 11, 2023
---------------------------------------------------------------------------------------------------------------- Item: Land Exchange with Trinidad Rancheria
Background
In August 2021 the Trinidad Planning Commission approved a grading permit and design review for an interpretive center proposed by the Trinidad Rancheria in the Harbor Area to be located where the current bait shop is. A small portion of the project would be located on the City’s Galindo Street right-of-way. This area of City property is already developed and maintained by the Rancheria as part of the harbor facilities. It currently contains a portion of the office shed and is used for storage of various items. As discussed during the Planning Commission hearing, the building could not be moved to avoid the right-of-way due to other existing improvements, including the boat launch and utilities. Because of this, the Planning Commission approval included the following condition: “Prior to construction, the Rancheria will enter into an agreement with the City or obtain an easement, to the satisfaction of the City Attorney, for the use of the Galindo Street right-of-way for a portion of the project.” Also in August 2021, the City Council approved a Permission Letter and Agreement between the City and Rancheria for the portion of the Rancheria’s stormwater improvement project that includes a portion of the Galindo right-of-way. Those improvements include adding permeable pavement to already paved areas. In this case, a new building is proposed, and the City Attorney felt that a similar agreement or easement would not adequately protect the City from liability. Therefore, staff began pursuing a lot line adjustment instead, which would give the Rancheria ownership of the area impacted by the interpretive center. The Rancheria conducted a survey and found that the top of the trail leading from the parking lot to the Trinidad Head access road is on Rancheria property. They have proposed an even exchange of 1,180 sq. ft. of land as shown on the attached map with the Rancheria gaining a portion of the Galindo right-of-way and the City gaining a portion of Rancheria property where the Trinidad Head trail is located.

The lot line adjustment will need to be approved by the Trinidad Planning Commission per §16.24.050 of the City’s subdivision ordinance. As the property owner, the City Council must agree to the lot line adjustment in order for the Planning Commission to take action on it. A lot line adjustment also requires a coastal development permit, which will be processed by the Coastal Commission as part of the Rancheria’s application for the interpretive center.

Attachments
Lot line adjustment map.

Recommended Action:

Discuss the lot line adjustment and take public comment. Authorize staff to process a lot line adjustment application by the Trinidad Rancheria as shown on the attached map and authorize recordation of the lot line adjustment once approved by the Trinidad Planning Commission and CA Coastal Commission.
1/18/2023

PROPOSED LAND EXCHANGE EXHIBIT
SHEET 1 OF 1
VAN WY CKE ST.

LANDS OF TRINIDAD RANCHERIA

PROPOSED LAND
XCHANGE 1,180± S
APN 042-071-005
APN 042-071-008
APN 042-071-009
APN 042-071-012
APN 042-071-013
APN 042-071-011

APPROXIMATE LOCATION OF

PROPOSED INTERPRETIVE

CENTER BUILDING

APPROXIMATE LOCATION

OF EXISTING RESTAURANT
27± 21±

APPROXIMATE LOCATION

OF EXISTING PIER

EXHIBIT PLAT
SCALE: 1" = 150'
NOTES

1. THE PURPOSE OF THIS EXHIBIT IS TO HELP FACILITATE

THE PLANNING PHASE AND NEGOTIATIONS OF AN EQUAL

AREA LAND EXCHANGE BETWEEN THE TRINIDAD
RANCHERIA AND THE CITY OF TRINIDAD.

2. PROPERTY LINES ARE SHOWN PER THAT CORNER RECORD
RECORDED IN BOOK 14 CORNER RECORDS, PAGE 143,
DOCUMENT NO. 523-093 OF HUMBOLDT COUNTY
RECORDS.

L
~ en
0 I

DURING TALKS WITH THE

CITY, THE RANCHERIA

SHOULD STATE THAT

THIS LINE MUST MATCH

OFF SET REQUIREMENT

FOR NEW BUILDING
~
PlS9348
~ ~ OF CAt.\fO~

TONY O'ROURKE LAND SURVEYING
P.O.BOX 1263 WILLOW CREEK, CA
BUSINESS/CELL: 707-499-2299
https://tonyorourkelandsurveying.godaddysites.com/ DATE: ____________ _ DISCUSSION AGENDA ITEM 3

SUPPORTING DOCUMENTATION ATTACHED

3. Discussion/Decision regarding Draft Resolution 2023-01; Adopting New Fees and Charges for the OWTS Management Program.

DISCUSSION AGENDA ITEM
April 11, 2023
---------------------------------------------------------------------------------------------------------------- Item: Increase OWTS Septic Permit Fees to Current Permit Generating Fees History
The Trinidad OWTS Ordinance (#2010-10) § 13.12.080 provides that: “The City Council, in a manner prescribed by law, may by resolution establish and alter fees, deposits and/or charges for receiving applications, holding hearings thereon, reviewing plans and specifications, reviewing inspection reports, monitoring OWTS and water quality and issuing permits and for performing any other service for maintaining and administering the OWTS Management Program established pursuant to this ordinance. Said fees shall be sufficient to offset the cost of implementing the Trinidad OWTS Program…”
Much of the development of the program and some of the implementation thus far was paid for using grant funds. And the City elected to keep costs down for residents in implementing this new regulatory program. Fees were originally set via the Trinidad OWTS Ordinance Guidelines with the following fees:
• Building Permit Referral: $30
• Project Referral to Health Officer: $50
• Construction / Repair Permits: Current DEH Rates
• Standard Operating Permit: $100
• Nonstandard Operating Permit: $150
• Commercial / Vacation Dwelling Unit Operating Permit: $150 • New System Operating Permit: $50
• Renewal of Operating Permit: $75
• Change in Maintenance Schedule Request: $75
• Permit Transfer: $30
These fees have not changed over the last 13 years while the program was not fully implemented. Now that staff is implementing the program systematically city-wide, it is recommended that the City Council review and revise the fees. The current fees do not generally cover the costs of staff to issue the permit, let alone the time needed to administer the program. Therefore, staff is recommending the City Council approve an increase in fees adequate to cover the City’s costs.

Proposed Fees
One of the things that has become apparent in implementing this program is that some OWTS Operating Permits require more time than others. But even a simple permit renewal costs the City more in staff time than is recouped through the existing permit fees.

The fee increases are based on the cost of staff time to administer the program and issue permits. This includes maintaining files, reviewing applications, sending letters, and other ancillary tasks. However, it does not include any of the “Septic Sue” educational mailing programs or signage that has been developed as part of the program, nor does it include water quality sampling, which the City has not done in a number of years. The County continues to monitor bacterial water quality in creeks and beaches around Trinidad, though.

Rather than charging a higher rate nonstandard systems and STRs, staff have found that other factors are more important in determining how much staff time it will take to issue or renew a permit. We have broken the permits and renewals into “simple” and “complex” categories. The complex category would include older systems with little to no file information, systems with several permit conditions, and properties with unusual circumstances (sensitive environments, multiple units, etc.). Further information on some of the additional fees is included below.

Table 1: Proposed OWTS Management Program Fees
Residential
New Permits
Simple $200
Complex $250
Renewals
Simple $175
Complex $225
Permit Transfer $100
Change in Schedule $150
Building Permit Referral $75
DEH Referral $150
Late Fee $10/month Discretionary
Commercial
New Permits
Simple NA
Complex $250-$600 Actual costs
Renewals
Simple $200
Complex $250
Permit Transfer $100
Change in Schedule $150
Change in Business $150
Building Permit/Business
License Referral
$75
DEH Referral $150
Late Fee $15/month Discretionary
A permit transfer is a change in ownership. A change in schedule would be in the case that someone makes some changes to their OWTS or how they are using the property (e.g. fewer people living onsite) and requests that their expiration date be extended. The business license or building permit referral would be to the OWTS Administer to determine if any upgrades to the OWTS or modification to the Operating Permit are needed. The DEH referral would be charged to planning permit application (e.g. coastal development permits) that are referred to the Humboldt County Division of Environmental Health, which serves as the City’s Health Officer; that is the fee they should be charging the City. The late fee would be discretionary and would cover the cost of sending additional letters reminding a property owner that their permit is expired.

Every resident in town has been offered the opportunity to integrate into the OWTS Management Program under the current fee structure in 2022. Those who have not responded are being offered one last opportunity prior to fees increasing (proposed to go into effect July 1st).

Cost Comparison
While the fee increase may seem significant, Trinidad will continue to have some of the lowest sewage/wastewater disposal prices of any incorporated City or district in Humboldt County, even when factoring in the routine recommended maintenance for a septic system.

An inspection is required at least every 5 years (3 years for nonstandard systems), and permit terms are generally 3-5 years for most systems. Pumping is needed on average (according to Steve’s Septic Service) every 5 to 6 years at an average cost of $595. With a 5- year pumping cycle and 4-year permit term, that equates to an average annual cost of $380. In addition to pumping, that cost includes the $295 inspection fee and proposed $150 OWTS Operating Permit renewal fee every 4 years as well as a $150 annually for cleaning the effluent filter (which you can do yourself for free). Table 2 shows a comparison of some of the local sewer fees in Humboldt County.

Table 2: Sewer Rates
City Annual Rate
Trinidad $381.00
Rio Dell $806.76
Blue Lake $1,080.00
Ferndale $876.24
Arcata $798.48
McKinleyville $428.28 - $878.40
Recommended Action:

Discuss the increase, review rate chart, and take public comment. Adopt Resolution 2023- XX to adopt new OWTS Management Program fees effective July 1, 2023.

City of Trinidad Resolution 2023-01 Page 1 of 2
Trinidad City Hall Cheryl Kelly, Mayor
P.O. Box 390 Gabriel Adams, City Clerk
409 Trinity Street
Trinidad, CA 95570
707-677-0223
RESOLUTION 2023-01

A RESOLUTION OF THE TRINIDAD CITY COUNCIL ADOPTING NEW FEES AND CHARGES

FOR THE OWTS MANAGEMENT PROGRAM
WHEREAS, the Trinidad City Council has adopted an OWTS Management Program to ensure OWTS in the City are maintained and functioning properly to protect public health, water quality, property values, and the local economy, and to ensure compliance with regulatory requirements for discharges to the Trinidad Head ASBS and the California OWTS Policy; and
WHEREAS, the Trinidad City Council is authorized under the provisions of Ordinance No. 2010-03 §

13.12.080 to adopt and alter fees associated with implementation and administration of the Trinidad OWTS Management Program by Resolution of the Trinidad City Council; and WHEREAS, The OWTS Management Program provides a community service and was developed with substantial community support and input; and
WHEREAS, the City of Trinidad needs to revise fees to cover staff expenditures for administration and oversight of the OWTS Management Program; and
WHEREAS, the proposed rate increases are based on the actual costs to the City for performing each of the tasks ; and
WHEREAS, the City Council has held an agendized public hearing on the adoption of these fees at their regularly scheduled meeting of April 11, 2023; and
WHEREAS, the City Council desires to approve the proposed revised schedule of fees.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Trinidad does hereby adopt the following fee structure to be established for the designated permits and services effective July 1, 2023:

OWTS Management Program Fees Effective July 1, 2023
Residential
New Permits
Simple $200
Complex $250
Renewals
Simple $175
Complex $225
Permit Transfer $100
Change in Schedule $150
Building Permit Referral $75
DEH Referral $150
Late Fee $10/month Discretionary
City of Trinidad Resolution 2023-01 Page 2 of 2
Commercial
New Permits
Simple NA
Complex $250-$600 Actual costs
Renewals
Simple $200
Complex $250
Permit Transfer $100
Change in Schedule $150
Change in Business $150
Building Permit/Business License Referral $75
DEH Referral $150
Late Fee $15/month Discretionary
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Trinidad on this 11th day of April, 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST:
____________________________ _____________________________ Gabriel Adams Cheryl Kelly
Trinidad City Clerk Mayor
Septic Program Update
April 2023
No Permit
22%
Current
Permit
51%
Permit
Expired/Pending
Permit
27%
APRIL 2023
(UNDEVELOPED PARCELS REMOVED)
DISCUSSION AGENDA ITEM 4

SUPPORTING DOCUMENTATION ATTACHED

4. Discussion/Decision regarding purchase of GrantVantage Software Subscription to Support Grant Management and Tracking Processes.
1 DISCUSSION AGENDA ITEM
Date: April 11, 2023
________________________________________________________________________ Item: Authorize Procurement of Grants Management Software Through the City’s grant program, the Grant Administrator and Grant Coordinator have assisted with the funding and administration of the City Council’s approved projects and programs, largely within the planning, public works and water system grant projects realms. Oversight of funding and administrative duties all require creating, managing, retrieving and archiving a huge amount of information associated with each project.

Due to the complexity and extensive requirements that each awarded project presents, grant staff has researched software to assist in the administration and management of the City’s 12 active grants spanning over multiple years. Specifically, we’ve sought out systems that specialize in creating a streamlined process for fund management, tracking and reporting. During our research and screening of an estimated 10 different grant management software, along with Quickbooks, we found that GrantVantage was the software that best met our criteria, as most software is geared toward grant funders rather than grant recipients. Not only did GrantVantage meet our criteria for tracking, management, reporting and compliance features, it met our criteria for cost.

Benefits of the Grant Program:
• Improve the City’s infrastructure
• Improve the City’s resilience to drought and other climate change impacts • Increased City’s sustainability
• Increased public engagement/outreach – environmental education • Increased protection of our ASBS
• Increase in relationship building with community-based organizations and partner communities
Fiscal Impact:

Staff anticipates that the cost of the GrantVantage, including the one-time start-up fee along with the annual subscription would be less than the estimated personnel costs. The projected savings generated by the use of GrantVantage would be an estimated $6,600 and upward. The integrated software provides staff the ability to transfer information using minimal steps, instead of the current cumbersome method of transferring information across numerous spreadsheets and other documents for fund reconciliation, and invoicing. There would be additional time savings for other grant administration tasks but those are more difficult to estimate.

Cost of
GrantVantage
Average
Annual Grant
Income (past 8
years)
Start Up Cost
(One time fee)
Annual
Subscription
Cost Total Cost
% of Average
Annual Grant
Income
1st year $1,010,780 $1,500.00 $3,800.00 $5,300.00 0.52% Future years $1,010,780 $0.00 $3,800.00 $3,800.00 0.38% Benefits to the GrantVantage software:
2 • Time saving and positive fiscal impact: More efficient administration of grant projects and overall grant program
• Greater Transparency:
o Data Hub/Data Management: All information pertaining to each grant located in one place
o Easily can generate reports
o Facilitates reconciliation with City’s fund financials • Project management: Dashboard/Quick-view
o Easily able to view the grant status pre and post-award § Sandbox Capability: Staff can run scenarios and projections without affecting the data § Cloud based: Data protection/recovery; grant staff working with one set of files § Training/assistance: 100 hours of training/assistance for staff, along with unlimited access to additional modules.

Due all benefits outlined above, Grant staff is requesting the purchase of GrantVantage to decrease time spent on fund management, tracking and reporting. The purchase will enable staff to utilize time saved to pursue funding for other priority projects. Through the City’s grant program, supported by City officials and residents, the City has been able to pursue and complete projects in the environmental, planning, water and transportation realms, and with time saving software, we will be able to continue to do so on a larger scale as needed. The goal of the grant program is to further the City’s success in the future, and the software would assist in that pursuit of success.

Staff Recommendations:
• Approve purchase of GrantVantage Software
Attachments: GrantVantage Brochure
GRANTS

MANAGEMENT

SOLUTION
03-30-2023
• Interactive Grant Dashboards
• Grant Objective Management
• Performance Measure Reporting
• Grant Activity Management
• Partner Management
• Budget Management
• Standardized Reporting
• Integration with Microsoft Outlook
• Close-out and Archiving of Grants
• 100% Cloud-based Solution
• Correspondence Repository
• Workflow Engine
• Document Management
• Assessments
• Program & Fund Management
GrantVantage solution components
Multi-Funder
Projects
Sub-Recipient
Management
Financial
Import
Drawdowns &
Reimbursements
GrantVantage Overview – Base Module
Advanced
Reporting
GrantVantage Modules
Multi-Funder
Projects
Manage multiple sources of revenue within a grant program or within grant projects. As an add-on to the standard GrantVantage budgeting process, users can track additional sources of funding such as, supplements, carryovers, and reverts, partner contributions or additional grant awards or appropriations. Amounts are allocated and tracked against Funds, Program Funds, expenditures and or objectives. Every expense transaction is allocated to the appropriate funding source, funder and or objective to enable specific reporting for grant projects or programs.

Advanced
Reporting
Drawdowns &
Reimburse
Financial
Import
Subproject
Management
The subproject or subrecipient management module provides a flexible hierarchy of grant or project management, enabling users to manage primary grant funds, project budgets, objectives, performance measures, activities and data at multiple levels. Share performance and financial requirements with subrecipients, contractors, program offices, divisions, departments or any other tier in your organizational hierarchy. Get a top-down view of all activities, KPI’s, and financials at any level using the GrantVantage interactive dashboards.

The Financial Import module enables grant and subrecipient users to import expenses from excel or other financial systems directly into GrantVantage. This Add-on module enables users to map transaction data to the GrantVantage system for posting to the appropriate budget and budget category. The Financial Import module can also be used by grantees and subrecipients to push summary updates of existing transactions into the GrantVantage system. Specialized training for mapping and importing expenses is required to support grantees and subrecipients and is not included in the standard implementation process.

The Drawdown, Reimbursement, and Disbursement Add-on module enables complete management of all payments coming into and going out of grant and subrecipient projects, including reimbursement invoicing, scheduled drawdowns, and disbursements to grantees, subrecipients, and contractors based on actual project performance. Users can easily generate detailed transaction summaries as supporting documentation. This module is normally used in conjunction with the Financial Import module for grantees and subrecipient reimbursement invoicing with related support documentation.

Provides powerful and high-performance reporting on any data-field in the GrantVantage system. Users have access to project and portfolio reports, plus the Microsoft Report Wizard. Build and run anytime of aggregate report, export reports to excel, and use with Power BI for unique visual charts and data analysis. User have access to advanced dashboards to display financial data and program data, a global look at all submitted invoices, spending by revenue source to see fund or project burn rates, complete financial overviews, match reports, CFDA, and portfolio views of spending by GL code or budget category. This module is excellent for grantee and subrecipient compliance overviews.

GrantVantage Features
Financial Management
• Create Single- or Multi-Year Budgets
• Copy Budgets & Budget Templates
• Add Budget Years
• Program Income & Supplements
• Create & Import Budget Templates
• Budget Modifications & Carryovers
• Source Allocation by Funder
• Manage Funds by Program & Budget Category
• Allocate Expenses by Source & Objectives
• View & Manage Multiple Budget Versions
• Submit Budget Changes with Justification
• Budget Changes with Justification
• Track & Manage Expenditures
• Grantee & Subrecipient Invoicing
• Performance Based Payments
• Direct, Cash Match, In-kind Funds
• Planned, Obligated, Actual Transactions
• Track & Manage Inventory
• Drawdowns, Disbursements & Reimbursements
• Multi-Currency Management
Project Management
• Project Activities & Performance Indicators
• Extend Project Years
• Track Performance by District or Organization
• Manage Tasks & Appointments
• Create Contracts & Manage Contract Language
• Create & Perform Assessments
• Project Modifications
• Project Dashboard Views
• Notification Alerts
• Internal & External Communication Tracking
• Assign Tasks & Activities
• Project Close-out
• Project Archive
Grantee/Recipient Monitoring
• Compliance & Oversight
• Budget Management
• Performance Management & Reporting
• Invoicing
• Drawdowns, Reimbursements & Disbursements
• Monitoring assessments
• Internal Communication
Data Management
• User access and Project Permissions
• Document & Media Repository
• Contacts & Organizations
• Outlook Integration
• Digital Signature Integration
• Microsoft Office 365 Integrated
• Azure Blob
Reporting
• Track Program & Project Budgets
• Customizable Reporting Periods
• Project Reports with Sort & Filter Options
• Portfolio Reports with Sort & Filter Options
• Microsoft Dynamics 365 Ad-Hoc Reporting
• Power BI Ready
Implementation - $1,500 USD (Year 1)
As a Customer of GrantVantage you will be assigned a dedicated onboarding Team Leader who will serve as your main point of contact to facilitate and coordinate the onboarding and Go-Live process. The Team Leader will ensure the success of your implementation and coordinate all related source documentation and templates are uploaded. Implementation requires coordination and close communication between the GrantVantage onboarding team and your lead staff. A typical out of the box implementation timeline is between 8 – 12 weeks. The GrantVantage team will provide onsite/online training for 2 internal users. Materials and training resources will be provided to teach users how to navigate the GrantVantage system, perform grant administrative tasks, build and manage grant projects and budgets, and quickly become familiar with GrantVantage interface. Implementation services include but not limited to the following:

User Access - $3,800 USD Annually
Out of the Box: 2 Internal Users, Multi-Funder/Source Allocation, Drawdowns - Reimbursements & Disbursements, Financial Transaction Import, Sub-Project Management, and Advanced Reporting.

Maintenance, Updates, Live Support and a 24/7 Help Desk with ticketing system are included.

GrantVantage Offering – City of Trinidad
Client Assumptions
GrantVantage will host the software for the client (City of Trinidad) • 12 hours of training for internal users
• 2 Hours of strategic planning
• 100 hours of technical support
• Configure two complete grants
• Set up organizational programs, funds & program funds • Configure users and permissions
• *Configure email notifications, D365 App for Outlook, and Teams integration • Financial expense import mapping
• Live technical support for 1 year
• Weekly implementation meetings
DISCUSSION AGENDA ITEM 5

NO SUPPORTING DOCUMENTATION ATTACHED

5. Discussion/Update regarding Temporary Closure of the Axel Lindgren Memorial and Parker Creek Trail Beach Access to Old Home Beach.